If one of the applicants for the job you are offering seems to be a great fit, but you still need a bit more information from them to be absolutely sure, you will need to send him or her a conditional acceptance letter. This will formally notify the applicant that you will accept them if they are able to satisfy you with the missing information. You should be able to write the letter in a formal and official style. Here is a helpful guide to composing a great and effective letter.
Format and Content
You should write on the company letterhead, paying close attention to correct grammar and spelling. A good, professional conditional acceptance letter format should contain approximately three paragraphs, wherein you will offer brief congratulations to the applicant on their arrival at the next level of the hiring process. Let the applicant know in a clear and concise manner what information is needed in order to ensure hiring. Give your contact information and close with a nice expression of thanks. Do not neglect to sign and date the letter in the proper areas as will be shown below.
If you are unsure as to what your letter should say, you may find an example to be very helpful. Here is a formal conditional acceptance letter sample from the human resources manager of a large firm. He has found a seemingly great candidate for an open position, but writes this letter to let her know that she must send in some more information in order to secure the position definitely.
I am writing to let you know that your application for the position of project director at Smith Communication has been received and conditionally accepted. We are impressed with your background in this field and feel that you would make a great addition to our team. However, we did not receive any professional employment references with your application. In order to ensure the position for you, we will need to review your references as soon as possible.
Please send your employment references, especially those related to your work in this field, by no later than October 20, 2014, in order to facilitate the hiring process. If you have any questions or concerns, please feel free to contact me at (555)-555-5555 or [email] and I will get back to you as soon as possible.
Thank you for your prompt attention to this matter. We feel that you would be a positive asset as our project director and wish for you to fill the position at such a time as we are satisfied by your references. We wish you the best and thank you for your interest in working at Smith Communications.
Edgar N. Price